Help: Checklist for backoffices

Step by step

Are you responsible for daily operations using LearningStone for a company or other organization and do you want to keep things organized? Then it’s a good idea to create a short manual of the steps that are taken to start a training, coaching track or whatever process you want to support.

You can start by copying the steps below and adapting them to your situation. And remember: the process is more than just the technical side. We recommend creating a checklist that includes matters that are not part of LearningStone such as “Check if trainer is available” or “Call contact at client for evaluation”. 

Here we assume that:

- A groupspace for a training, coaching track or other use has been set up and a course timeline has been designed and implemented. This is the template and contains materials and all functions that will be used.

- There is a list of participants available with name + e-mail.

- There is a coach and a manager (this can be the same person).

Tip: It can be a good idea to add an unpublished text block at the beginning of a course timeline with a checklist for the person setting this up.

Checklist

1. Make sure the participants know what to expect
   It’s a good idea to let them know they will be invited for LearningStone. E.g. you can send them an email, let your client inform the trainees or during a meeting.
   
   
2. Copy a groupspace as a template
   When you copy a groupspace, you copy the full configuration and all published course timelines with connected forms and connected Docs folders, saving a lot of time.
   To do this, go to “Catalog” and then choose “Copy” in the menu next to the title of the groupspace.
   Choose the option: copy managers (or don’t if you need different ones).
   Note: the catalog can be visible for the participants. At the top of the catalog there is a text tip for managers so you know if it is public or not.
   
   
3. Rename the groupspace
   Go to Settings > Title. Choose a title that sorts alphabetically like “Personal training 2029 – 1”. Don’t use the word groupspace or anything too technical.
   
   
4. Edit dates in the course timeline
   - in the course timeline settings if there is a “Start date”. This is used if you use relative dates for automatic messages (send after x days) and conditions (show after x days). The start date can be a specific date or the date a member is invited.
   - in event blocks in the course timeline for e.g training or coaching event.
   
   
5. Check – double check
   If the template was well organized, the new groupspace is now ready.
   Check:
   -  if the course timeline is correct and published (maybe delete unwanted copies in “Library”)
   - if the coach and manager is correctly copied and knows what to expect.
   - check if all the necessary functions are turned on (Docs, Dialogs etc). Remember to edit the template if needed, saving future work.
   
   
6. Invite your participants
   Select “Invite” and choose the option “Invite multiple named members”.
   All you need to do is paste a list of name with email addresses on the same line and – if needed – adapt the invitation text. A workspace manager can edit the default invitation text in the workspace settings.
   
   
7. Check “Organize members”
   Your participants will appear here with a label “Invited” which will disappear if they accept the invitation. Make sure the coach and manager have filled in profiles with a picture as this will stimulate participants to add a picture too, which is important for collaborative approaches.
    
8. Send reminders
   The system sends up to 3 reminders until members have accepted (or denied) the invitation but you might want to send more.
   - Choose Organize members > Send reminders.
   or
   - Click on a profile picture and choose “Send invitation link using my email program”. This is useful if an invitation has been lost or ended in a spam filter.
   
   
9. Archive the groupspace
   Go to “Catalog” and choose the menu next to the title of the groupspace to archive it. Go to the archive to delete the groupspace permanently.

Tips:

-          Click on a profile picture to edit a name, e-mail and even the starting date of the members. When they have accepted the invitation, you can’t change the name and e-mail anymore but they can do this themselves with “Account” which can be found

-          You might want to point out that members can set the frequency of notifications and edit privacy settings in their “Preferences”.